Unit 12 Organizational Control

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2 Discussion Topics describe the basic control processdiscuss some of the methods that managers can use to maintain controldescribe the behaviors, processes, and outcomes that today’s managers are choosing to control in their organizationsThe control process is a regulatory process of establishing standards to achieve organizational goals, comparing actual performance to the standards, and taking corrective action when necessary to restore performance to those standards. Control is achieved when behavior and work procedures conform to standards and when company goals are accomplished. Control is not just an after-the-fact process, however. Preventive measures are also a form of control.We begin by describing the basic control process, which involves setting clear standards, comparison actual performance to those standards, and taking corrective action if needed. We will also discuss how the control process is dynamic and cybernetic, and the three basic methods of control – feedback, concurrent, and feedforward. The section will conclude with a description of why control, though ideal, is not always possible. We then move to talk about the various methods that managers use to establish control in the workplace. These include bureaucratic control, objective control, normative control, concertive control, and self-control. Finally, the chapter closes with a discussion on what managers can control within a company, which includes things like company performance, economic factors, customer service, quality, and waste.

4 Standards: Must enable goal achievement How to set the standardsA standard must enable goal achievementDetermined by benchmarking (anything from cycle time to quality and price) other companies’ standards.Listen to customer’s comments, complaints, and suggestionsThe control process begins when managers set goals such as satisfying 90 percent of customers or increasing sales by 5 percent. Companies then specify the performance standards that must be met to accomplish those goals. For example, many pizzerias use thirty to forty minutes as the standard for delivery times. Since anything longer is viewed as unsatisfactory, they’ll typically reduce the price if they can’t deliver a hot pizza to you within that time period. Standards are a basis of comparison for measuring the extent to which organizational performance is satisfactory or unsatisfactory.How to set the standards – in the salmon industry, to maximize productivity, it was standard procedures to grow as many fish as possible in fish farms and then deal with diseases that spread as a result of the fish being in close proximity. Norwegian salmon farms sharply reduced the of ISA (infectious salmon anemia) by developing new productions standards that involved the use of anti-viral vaccines and no longer allowing over-crouded fish pens.

5 Comparison to StandardsThe quality of the comparison depends largely on the measurement and information systems a company uses to keep track of performance.The better the system, the easier it is for a company to track performance and identify problems that need to be fixed.The next step in the control process is to compare actual performance to performance standards. Although this sounds straightforward, the quality of the comparison depends largely on the measurement and information systems a company uses to keep track of performance. The better the system, the easier it is for companies to track their progress and identify problems that need to be fixed.For example, On average 5 percent of hospital patients catch an infection at the hospital. It costs an average of $15,000 per incident to treat, and one hundred thousand patients will die each year from them. Why? Because in most hospitals, health care workers wash their hands only 40 percent of the time before examining or touching a patient. So, how can a hospital measure the rate at which its employees wash their hands so it can compare the actual rate of hand washing to its goal for hand washing? Some hospital, for example, measure how much soap and alcohol are used in each hospital areas . . .

6 Corrective Action: Identify performance deviations Analyze deviationsDevelopment and implement corrective programsThe next step in the control process is to identify performance deviations, analyze those deviations, and then develop and implement programs to correct them. Regular, frequent performance feedback allows workers and managers to track their performance and make adjustments in effort, direction, and strategies.After discovering that its ICU (intensive care unit) staff were washing their hands only 6.5 percent of the time, North Shore University Hospital decided that frequent feedback was the best way to change its health care workers’ hand washing behavior. So, it provided,For example, L.E.DE display by the nurses’ station shows that shift’s hand washing percentage and evaluation, such as “Great Shift,” and an additional rate checking procedure.Control is a continuous process. Control begins y setting standards, measuring performance, and then comparing performance to the standards. If the performance deviates from the standards, them managers and employees analyze the deviations and develop and implement corrective programs that they hope achieve the desired performance by meeting the standards. Managers must repeat the entire process again and again in an endless feedback loop - a cybernetic process or one who “steers” or “keeps on course.” The process is cybernetic since constant attention to the feedback loop is necessary to keep the company’s activity on course.

7 Control Isn’t Always Worthwhile or PossibleControl lossRegulation costsCybernetic feasibilityControl loss occurs when behavior and work procedures do not conform to standards. When control loss occurs, managers need to find out what, if anything, they could have done to prevent it. Usually, that means identifying deviations from standard performance, analyzing the causes of those deviations, and taking corrective action.To determine whether control is worthwhile, managers need to carefully assess regulation costs, or costs associated with implementing or maintaining control. If a control process costs more than an organization gains from its benefits, it may not be worthwhile.Another factor to consider is cybernetic feasibility, the extent to which it is possible to implement each of the three steps in the control process. If one or more steps cannot be implemented, then maintaining effective control may be difficult or impossible.

8 Methods of Process ControlFeedback controlConcurrent controlFeed-forward controlThe three basic control methods are feedback control, concurrent control, and feed-forward control. Feedback control is a mechanism for gathering information about performance deficiencies after they occur. This information is then used to correct performance deficiencies or prevent future deficiencies. Study after study has clearly shown that feedback improves both individual and organizational performance. In most instances, any feedback is better than no feedback. If feedback has a downside, it’s that it always occurs after the fact, after performance deficiencies have already occurred. Control can minimize the effects, but the damage is already done.Concurrent control addresses the problems inherent in feedback control by gathering information about performance deficiencies as they occur. The method therefore eliminating or shortening the delay between performance and feedback. In practice, this means that performance deficiencies and control occurs in the same place at the “same” time (e.g., within a self-managed team or performance and control by the same worker).Feed-forward control is a mechanism for gathering information about performance deficiencies before they occur. In contrast to feedback and concurrent control, which provide feedback on the basis of outcomes and results, feed-forward control provides information about performance deficiencies by monitoring inputs, not outputs. Thus, feed-forward control seeks to prevent or minimize performance deficiencies before they happen. Almost all managerial activities that tell what to do, how to do, and when to are feed-forward control in nature.

9 Bureaucratic ControlManagers try to influence employee behavior by rewarding or punishing employees for compliance or non-compliance with . . .Managers emphasize following rules above all else.Rules and regulations typically set the standards at a minimum acceptable level.Companies are highly resistant to change and slow to respond to customers and competitors.When most people think of managerial control, what they have in mind is bureaucratic control. Bureaucratic control is top-down control, in which managers try to influence employee behavior by rewarding or punishing employees for compliance or noncompliance with organizational policies, rules, and procedures. Most employees, however, would argue that bureaucratic managers emphasize punishment for noncompliance much more than rewards for compliance.Goal-displacement - tend to be displaced by means through the process o internalizing rules and regulationsBureaucratic rigidity -

10 Objective ControlThe use of observable measures of employee behavior or output to assess performance and influence behavior.Behavior control – management-based controlOutput control - employee-based controlmeasures must be reliable, fair, and accurateemployees and managers must believe that they can produce the desired resultsrewards must be dependent on achieving established standards of performanceIn many companies, bureaucratic control has evolved into objective control, which is the use of observable measures of employee behavior or output to assess performance and influence behavior. Whereas bureaucratic control focuses on whether policies and rules are followed, objective control focuses on observing and measuring worker behavior or output.Behavior control is regulating behaviors and actions that workers perform on the job. The basic assumption of behavior control is that if you do the right things (i.e., the right behaviors) every day, then those things should lead to goal achievement. Behavior control is still management-based, however, which means that managers are responsible for monitoring and rewarding or punishing workers for exhibiting desired or undesired behaviors.Instead of measuring what managers and workers do, output control measures the results of their efforts. Whereas behavior control regulates, guides, and measures how workers behave on the job, output control gives managers and workers the freedom to behave as they see fit as long as they accomplish measurable results a priori specified. Output control is often coupled with rewards and incentives. Output control allows self-control.

11 Normative ControlsA company’s widely shared values and beliefs guide workers’ behavior and decisions.Created in two ways:Normatively controlled companies are careful about who they hire attitude and value, not just ability. Employees are then empowered to run the business as they see fit.Managers and employees learn by observing experienced employeesRather than monitoring rules, behavior, or output, another way to control what goes on in organizations is to use normative control to shape the beliefs and values of the people who work there. With normative controls, a company’s widely shared values and beliefs guide workers’ behavior and decisions.

12 Self-control (Self-management)A control system in which managers and workers control their own behaviorWorkers need be empowered for self-controlSelf-control, also known as self-management, is a control system in which managers and workers control their own behavior.27 Self-control does not result in anarchy, in which everyone gets to do whatever he or she wants. In self-control or self-management, leaders and managers provide workers with clear boundaries within which they may guide and control their own goals and behaviors. Leaders and managers also contribute to self-control by teaching others the skills they need to maximize and monitor their own work effectiveness. In turn, individuals who manage and lead themselves establish self-control by setting their own goals, monitoring their own progress, rewarding or punishing themselves for achieving or for not achieving their self-set goals, and constructing positive thought patterns that remind them of the importance of their goals and their ability to accomplish them.

13 The Balanced ScorecardEncourages managers to look at four different perspectives on company performance.Customer perspectiveInternal perspectiveInnovation and learning perspectiveFinancial perspectiveWhat should managers control? Costs? Quality” Customer satisfaction? The way managers answer this question has critical implications for most business.Most companies measure performance using standard financial and accounting measures such as return on capital, return on assets, return on investments, cash flow, net income, and net margins. The balanced scorecard encourages managers to look beyond such traditional financial measures to four different perspectives on company performance. How do customers see us (the customer perspective)? At what must we excel (the internal perspective)? Can we continue to improve and create value (the innovation and learning perspective)? How do we look to shareholders (the financial perspective)?The balanced scorecard has several advantages over traditional control processes that rely solely on financial measures. First, it forces managers at each level of the company to set specific goals and measure performance in each of the four areas. The second major advantage of the balanced scorecard approach to control is that it minimizes the chances of sub-optimization, which occurs when performance improves in one area at the expense of decreased performance in others.

15 Controlling Financial PerformanceTraditional approachesCash flow analysisBalance sheetsIncome statementsFinancial ratiosBudgetsThe traditional approach to controlling financial performance focuses on accounting tools such as cash flow analysis, balance sheets, income statements, financial ratios, and budgets. Cash flow analysis predicts how changes in a business will affect its ability to take in more cash than it pays out. Balance sheets provide a snapshot of a company’s financial position at a particular time (but not the future). Income statements, also called profit-and-loss statements, show what has happened to an organization’s income, expenses, and net profit (income less expenses) over a period of time. Financial ratios are typically used to track a business’ liquidity (cash), efficiency, and profitability over time compared to other businesses in its industry. Finally, budgets are used to project costs and revenues, prioritize and control spending, and ensure that expenses don’t exceed available funds and revenues. The Financial Review Card bound in the back of this book contains tables that (a) show the basic steps or parts for cash flow analyses, balance sheets, and income statements; (b) list a few of the most common financial ratios and explain how they are calculated, what they mean, and when to use them; and (c) review the different kinds of budgets managers can use to track and control company finances.By themselves, none of these tools—cash flow analyses, balance sheets, income statements, financial ratios, or budgets—tell the whole financial story of a business. They must be used together when assessing a company’s financial performance. Since these tools are reviewed in detail in your accounting and finance classes, only a brief overview is provided here. Still, these are necessary tools for controlling organizational finances and expenses, and they should be part of your business toolbox.

16 Economic Value Added (EVA)Not the same thing as profits…The amount by which profits exceed the cost of capital in a given year.EVA is positive when company profits exceed the cost of capital in a given year.Includes the cost of capitalCan be easily determine for subsets of a companyThough no one would dispute the importance of the four accounting tools discussed above, accounting research also indicates that the complexity and sheer amount of information contained in them can shut down the brain and glaze over the eyes of even the most experienced manager. Sometimes there’s simply too much information to make sense of. The balanced scorecard simplifies things by focusing on one simple question when it comes to finances: How do we look to shareholders? One way to answer that question is through something called economic value added.EVA is based on the simple idea that capital is necessary to run a business and that capital comes at a cost. Although most people think of capital as cash, once it is invested (i.e., spent), capital is more likely to be found in a business in the form of computers, manufacturing plants, employees, raw materials, and so forth. And just like the interest that a homeowner pays on a mortgage or that a college student pays on a student loan, there is a cost to that capital.

17 Calculating Economic Value Added (EVA)Exhibit 16-3 shows how to calculate EVA. First, starting with a company’s income statement, you calculate the net operating profit after taxes (NOPAT) by subtracting taxes owed from income from operations. (Remember, a quick review of an income statement is on the Financial Review Card bound at the back of your book.) The NOPAT shown in Exhibit 16-3 is $3,500,000. Second, identify how much capital the company has invested (i.e., spent). Total liabilities (what the company owes) less accounts payable and less accrued expenses, neither of which you pay interest on, provides a rough approximation of this amount. In Exhibit 16-3, total capital invested is $16,800,000. Third, calculate the cost (i.e., rate) paid for capital by determining the interest paid to bondholders (who lend organizations their money), which is usually somewhere between 5 and 8 percent, and the return that stockholders want in terms of dividends and stock price appreciation, which is historically about 13 percent. Take a weighted average of the two to determine the overall cost of capital. In Exhibit 16-3, the cost of capital is 10 percent. Fourth, multiply the total capital ($16,800,000) from Step 2 by the cost of capital (10 percent) from Step 3. In Exhibit 16-3, this amount is $1,680,000. Fifth, subtract the total dollar cost of capital in Step 4 from the NOPAT in Step 1. In Exhibit 16-3, this value is $1,820,000, which means that our example company has created economic value or wealth this year. If the EVA value had been negative, meaning that the company didn’t make enough profit to cover the cost of capital from bondholders and shareholders, then the company would have destroyed economic value or wealth by taking in more money than it returned.

18 Controlling Customer DefectionsCompanies can do a better job of answering “How do customers see us?” by identifying which customers are leaving the company and measuring the rate at which they are leaving.Customers who have left are much more likely than current customers to tell you what you were doing wrong.Companies may do a better job of answering the question “How do customers see us?” by closely monitoring customer defections, that is, by identifying which customers are leaving the company and measuring the rate at which they are leaving. Unlike the results of customer satisfaction surveys, customer defections and retention do have a great effect on profits.

19 Controlling Quality Quality is measured in three ways: ExcellenceValueConformance to specificationsWhen the company defines its quality goal as excellence, managers must try to produce a product or service of unsurpassed performance and features. Value is the customer perception that the product quality is excellent for the price offered. At a higher price, for example, customers may perceive the product to be less of a value. When a company emphasizes value as its quality goal, managers must simultaneously control excellence, price, durability, and any other features of a product or service that customers strongly associate with value. When a company defines its quality goal as conformance to specifications, employees must base decisions and actions on whether services and products measure up to the standards. In contrast to excellence- and value-based definitions of quality, which can be somewhat ambiguous, measuring whether products and services are “in spec” is relatively easy. Although conformance to specifications (e.g., precise tolerances for a part’s weight or thickness) is usually associated with manufacturing, it can be used equally well to control quality in nonmanufacturing businesses.

20 Conformance to Specifications Checklist for Buying Fresh FishExhibit 16-4 shows a checklist that a cook or restaurant owner would use to ensure quality when buying fresh fish.

21 Advantages and Disadvantages of Different Measures of QualityExhibit 16-5 shows the advantages and disadvantages associated with the excellence, value, and conformance to specification definitions of quality.

22 Controlling Waste and PollutionWaste prevention and reductiongood housekeepingmaterial/product substitutionprocess modificationRecycle and reuseWaste treatmentWaste disposalThe goals of the top level, waste prevention and reduction, are to prevent waste and pollution before they occur or to reduce them when they do occur. There are three strategies for waste prevention and reduction:1.Good housekeeping—performing regularly scheduled preventive maintenance of offices, plants, and equipment. Examples of good housekeeping include fixing leaky valves quickly to prevent wasted water and making sure machines are running properly so that they don’t use more fuel than necessary.Material/product substitution—replacing toxic or hazardous materials with less harmful materials.Process modification—changing steps or procedures to eliminate or reduce waste.At the second level of waste minimization, recycle and reuse, wastes are reduced by reusing materials as long as possible or by collecting materials for on- or off-site recycling. A growing trend in recycling is design for disassembly, where products are designed from the start for easy disassembly, recycling, and reuse once they are no longer usable.At the third level of waste minimization, waste treatment, companies use biological, chemical, or other processes to turn potentially harmful waste into harmless compounds or useful by-products.The fourth and lowest level of waste minimization is waste disposal. Wastes that cannot be prevented, reduced, recycled, reused, or treated should be safely disposed of in processing plants or in environmentally secure landfills that prevent leakage and contamination of soil and underground water supplies.

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